RHY Programs in HMIS: HMIS System Administrators Training on - - PowerPoint PPT Presentation

RHY Programs in HMIS:

HMIS System Administrators Training on Project Set-Up.

All content has been approved by:

U.S. Department of Housing and Urban Development Office of Special Needs Assistance Programs and U.S. Department of Health and Human Services Family and Youth Service Bureau

Purpose

The training is one of a 4 part series designed to provide HMIS System Administrators and HMIS Lead Agency Staff an understanding of project set-up for different HMIS Federal Partner Programs including:

• The funding program and component as they relate to HMIS

Project Types

• What Program Specific Data Elements collection requirements for

different program components.

• Special data collection issues and FAQ’s
• Reporting overview and timeframe

Programs covered in this lesson:

U.S. Department of Health and Human Services Administration for Children and Families Family and Youth Service Bureau Runaway and Homeless Youth (RHY) Basic Center Program (BCP) Transitional Living Program (TLP) Maternity Group Home Program (MGH) Street Outreach Program (SOP)

Resources

• HMIS Program Specific Manuals are available on the

HUD Exchange for each of the HMIS Federal Partner Programs:

• HUD CoC Program
• HUD ESG Program
• HUD HOPWA Program
• HHS RHY Program
• HHS PATH Program
• VA Programs
• Information about HMIS is located HMIS Section on the

HUD Exchange

• Program information can be found at the Runaway and

Homeless Youth Website

Submitting Questions

• Due to the high volume of participants, all participants will

be muted through the presentation.

• Questions can be posted at any time during the webinar

via the “Questions” pane of the Go-to-Meeting.

• All questions that we do not have time to respond to

should be submitted via the Ask A Question on the HUD Exchange – selecting HMIS in Step 2

Set-up process

Organization ID Project ID CoC Code

Project Typing Method of Tracking ES Federal Partner Funding Source Bed & Unit Inventory

Organizational & Project ID’s

• 2.1 Organizational Identifier
• Legal Name of the Organization &

system generated ID

• 2.2 The Project Name
• Name of the Project & system

generated ID

• 2.3 The CoC Code
• Use the CoC codes based on the

location the project operates in.

HMIS Sample Report

Org Org ID Project

Project ID

CoC Code ABC Youth Service, Inc. 122 BCP Youth Shelter 677 OH-500 ABC Youth Service, Inc. 122 ABC TLP 680 OH-500 Salvation Army of Greater Cincinnati 165 Youth Outreach 730 OH-500; OH-507 Legal Name System Generated ID System Generated ID CoC Code(s) where project

• perates.

2.4 HMIS Project Type – for the RHY Program

RHY Program Component HMIS Project Type Street Outreach Program (SOP) Street Outreach Basic Center Program – Prevention (BCP) Homelessness Prevention Basic Center Program – Emergency Shelter (BCP) Emergency Shelter Maternity Group Homes for Pregnant and Parenting Youth (MGH) Transitional Housing Transitional Living Program (TLP) Transitional Housing

RHY’s BCP

• BCP may be split into two projects in the HMIS –

Emergency Shelter and Homelessness Prevention

• BCP can provides the following diverse services:
• Up to 21 days of shelter
• Food, clothing and medical care
• Individual, group and family counseling
• Crisis Intervention
• Recreation programs
• Aftercare services for youth after they leave the shelter

2.5 Method of Tracking ES

The Entry/Exit (E/E) method

• This method is used for all shelters requiring an entry, a

continuous stay, and an exit.

• The length of stay will be calculated based on the number
• f nights between project entry and project exit and

performance will include changes between project entry and project exit data collection stages.

• Full ES data collection required.
• Where a shelter is funded by both ESG and RHY-BCP

program funds it must be set up as an Entry/Exit shelter.

HMIS Sample Report

Org Org ID Project Project ID CoC Code HMIS Project Type ABC Youth Service, Inc. 122 BCP Youth Shelter - ES 677 OH- 500 Emergency Shelter (E/E Method) ABC Youth Service, Inc. 122 BCP - Youth Shelter - Prevention 678 OH- 500 Homelessness Prevention ABC Youth Service, Inc. 122 ABC TLP 680 OH- 500 Transitional Housing Salvation Army of Greater Cincinnati 165 Youth Outreach 730 OH- 500; OH- 507 Street Outreach

CoC Code(s) where project operates. No project may have more than 1 project type.

2.6 Federal Partner Funding Sources

Select:

• HHS: RHY – Basic Center Program (prevention and shelter)
• HHS: RHY –Maternity Group Home for Pregnant and Parenting

Youth

• HHS: RHY – Transitional Living Program
• HHS: RHY – Street Outreach Project

The grant identifier for a RHY project must be the grant number

• f the project.

System administrators must be aware that grant numbers and dates will change annually and must be updated prior to the national federal transfer of data.

HMIS Sample Report

Org Org ID Project Proje ct ID CoC Code HMIS Project Type Federal Partner Funding Source ABC Youth Service, Inc. 122 BCP Youth Shelter - ES 677 OH-500 Emergency Shelter (E/E Method) HHS: RHY – Basic Center Program HUD: ESG – Emergency Shelter ABC Youth Service, Inc. 122 BCP - Youth Shelter - Preventi

• n

678 OH-500 Homelessness Prevention HHS: RHY – Basic Center Program ABC Youth Service, Inc. 122 ABC TLP 680 OH-500 Transitional Housing HHS: RHY – Transitional Living Program Salvation Army of Greater Cincinnati 165 Youth Outreac h 730 OH-500; OH-507 Street Outreach HHS: RHY – Street Outreach Project

Federal Funding Source(s)

2.7 Bed & Unit Inventory

Projects which are typed:

• Emergency Shelter
• Transitional Housing

Must complete the bed and unit inventory information. This information should match the information provided by the CoC for the Housing Inventory Count.

All project types collect all Universal Data Elements

• Name
• Social Security Number
• Date of Birth
• Race
• Ethnicity
• Gender
• Veteran Status
• Disabling Condition
• Residence Prior to Program

Entry

• Project Entry Date
• Project Exit Date
• Destination
• Relationship to Head of

Household

• Client Location
• Length of Time on the

Streets

Note on Households: Universal Data Elements

• To be able to identify each client as a unique individual in

a household the HMIS will automatically generate a Personal ID on each client and then group that client with the other persons in the project with them by a Household ID.

• It is important that whatever search methodology your

system uses to help users connect the client with an existing record in the system for the same client is emphasized in all trainings for new users.

• Users must enter what the relationship is of the person

you are entering data on to the rest of the household.

Program Specific

In the 2014 Data Dictionary and Data Manual there are instructions about which programs and components collect which program specific data elements. The RHY Program Specific section contain lists of elements required for collection. If your system has the ability to turn on and off element fields it is critical that you make sure the settings for the collection of program specific data elements are correct based on the project type and funding source.

SPECIAL NOTES

• n

DATA COLLECTION

Timeframe

Grantees are expected to begin entering client-level data April 15, 2015. RHY must be able to back enter their data. All RHYMIS records that were open as of October 1, 2014, or later, will need to be entered into RHY-HMIS by July 31, 2015. The old RHYMIS system used by RHY grantees and HMIS are not compatible. HMIS will not accept a record transfer

• f any information stored in RHYMIS. All RHYMIS records
• pen on or after October 1, 2014, will need to be

transferred by hand, to the RHY-HMIS run by your local

• CoC. Historical records closed before October 1, 2014, will

not be imported into the new system.

SOP – Street Outreach

• Client level data collection is new for SOP
• SOP has fewer elements required than the other RHY

projects.

• Grantees are strongly encouraged to begin to include

aggregate information about street outreach material dissemination in their semi-annual performance progress reports to FYSB. Data collection of this in HMIS is not required.

Contacts for SOP

CONTACTS: A contact is defined as an interaction between a worker and a client. Contacts may range from simple a verbal conversation between the street outreach worker and the client about the client’s well-being or needs or may be a referral to service. .

Engagement Date for SOP

ENGAGEMENT: Date of engagement is defined as the date on which an interactive client relationship results in a deliberate client assessment or beginning of a case plan. The date of engagement should be entered into HMIS at the point that the client has become engaged. It may be on or after the project entry date and prior to project exit. If the client exits without becoming engaged the engagement date should be left blank. Data quality does not begin being considered for street outreach until the client is engaged.

BCP – Emergency Shelter

BCP may house youth who are not eligible to be served by the RHY Basic Center project but are being served in the facility. Element 4.22: RHY-BCP Status is required to capture this

• information. A “no” to FYSB youth should be entered if the

youth is “out of the age range”; or has immediate reunification pending because they are a “ward of the state” or a “ward of the criminal justice system” or for any “other” reason.

Data collection stages

• Record Creation – when an element has one and only
• ne value (e.g. name)
• Project Entry –
• residential projects (except RRH) = date of move in
• street outreach = date of first contact
• Service projects = date of first service/intake/assessment
• Update – when an element changes (e.g. income) with

the information date identifying the date the data is collected or was relevant.

Data collection stages

• Annual Assessment – For all clients in project for one

year, each year thereafter.

• The annual assessment is to be recorded no more than 30 days

before or after the anniversary of the client’s Project Entry Date, regardless of the date of the most recent ‘update’. Information must be accurate as of the Information Date.

• Information must be recorded as an Annual Assessment or will

not be reported in future APR’s or Performance Measures.

• Project exit – date of exit

Data Reporting

• RHY requires the transfer of de-identified data to a national

database.

• Grantees are expected to make their first national data transfer

from RHY-HMIS in October 2015. After October 2015, grantees will resume submitting data every 6 months. Instructions on reporting will be provided at a later date.

• There will be a data export, most likely in CSV 4.0, that will

transfer the RHY information into repository.

• The HMIS vendors are working with the HMIS Data Lab to

create an algorithm that will enable the records to contain a RHY ID made up from basic client information

Questions?

FYSB will assist with your questions if you email: RHYMIS@acf.hhs.gov You may also contact your project officer if you have specific program

• riented questions that might impact your RHYMIS data.

HUD will assist with specific HMIS questions through the AAQ Portal (be sure you identify it is an HMIS question)